Table of Contents

• Table of Contents
• CiraNet Portals and Their Audiences
• Welcome to the CiraNet Management / Board Portal
• Credentials and Secure Login for Staff and Board /Committee Members
• Communicating Staff Member Changes
• Team Member Profiles
• Adding / Maintaining Board and Committee Members
• Security of Information
• View at Initial Login
• Keep Alive Timer
• Preferences
• Navigation Header Quick Search
• Navigation Footer
• Navigation Panel
• Hyperlinks
• Grid Reports
• Refreshing Data on CiraConnect
• Help and Information Resources
• CiraHelp
• Announcements
• Technical Support

Welcome to CiraNet! This Tip Sheet provides a high-level introduction to our portals, instructions on logging in, and some "here's what you need to know first" tips. But don't worry, this is only a start. In addition to what your leadership team will provide, we have an array of additional resources in our integrated help system, CiraHelp, to help you dive deeper into our integrated management solution designed specifically for our industry.

CiraNet Portals and Their Audiences

CiraConnect offers a series of resources with unique attributes depending on the user type:

• CiraNet Management/Board Portal for the management staff, community board, committee, and other constituent use.
• Resident Portal allows the owners in each community to manage their accounts and access information about their community association.
• Closing Portal is designed for title agents, closing agents, tax services, and real estate agents when requesting information regarding selling or purchasing property within your client communities.
• Attorney Portal is for collection professionals to access statements and other account information for accounts referred to their firm for assessment collection.
• Vendor Portal allows service providers to submit their invoices directly into AAP Workflow. Each portal has unique uses and information for a specific audience, but all are designed to assist with managing the communities on our platform and serve them and you as their managing agent. Over the following few pages, we will introduce you to some key portal features used primarily by management, the executive team (board members and key committee members), and the CiraNet Management/Board Portal.

Welcome to the CiraNet Management / Board Portal

Credentials and Secure Login for Staff and Board /Committee Members

CiraConnect requires a login username and password to access and use all our portals, except for the Vendor portal, which is only a repository for invoice submission.

All Management Board portal users are assigned a username and password to access their portfolio. The process differs depending on whether they are internal (management teams and shared services groups) or external (board, committees, and constituents) users.

For internal users, the username will always be [firstname]. [lastname], but the technology support team randomly generates and issues the password'. For external users (executives), the default username is generally their email, and the system will randomly generate a temporary password, which can then be reset:

Internal members are set up separately from the board and committee members for individual communities. Board members are maintained directly through CiraNet and can be set up by the management staff. As mentioned above, once entered, the board members are automatically sent login credentials, including a temporary password that they can then reset to something they prefer. As a default, their usernames are set to their email address. Their passwords are private, and no one at CiraConnect can access them, so please make sure to let them know that if they forget their password, it will need to be reset. They can do that themselves, or you will have the option to assist them and send them a new password via email. You can manually reset it and provide it directly to them.

Additional Material: CiraConnect Management Portal Login and Navigation Process and Service Description and CiraConnect Management Portal Login and Navigation Tip Sheet (Board Edition)

Communicating Staff Member Changes

Staff members are set up as users by our CiraConnect tech support team in conjunction with your Account Manager or management company's Desktop Support team. We need some advance time for incoming new team members to ensure they are configured correctly. Conversely, until we remove their access, any outgoing team members will still have an active login. Therefore, to ensure any changes in staff members and/or their business roles are communicated as soon as possible. We will need to know the following for any modifications:

• Name of Staff Member
• Effective Date of Change
• Business Role
• Portfolio
• Status
• Permanent
• Temporary
• Termination
• If they are replacing someone, the name of that individual

To protect the security of your client community's information, we strongly recommend that staff credentials be monitored closely and terminations communicated to us as soon as possible. Do not pass a team member's credentials on to someone else. In most cases, we can track who acts on items and when, but that loses effectiveness if several individuals share a single login. Also, remember that these applications can be accessed through any computer and browser, so a former employee would still have access to community information and be able to act on them as long as their credentials remain active.

Remember that for many of you, your Human Resources team has protocols for on- or off-boarding team members, so please be aware of and follow your company's SOPs first and foremost.

Team Member Profiles

The reality of portfolio management is that both board and varied team members come and go, sometimes very quickly, and getting to know one another can be challenging. One aspect of CiraNet that board members and shared services team members find beneficial is the individual staff profiles they can view at the bottom of the Community Dashboard. As detailed below, the blue text indicates a hyperlink that will open a brief profile of the chosen team member. This helps internal CiraConnect staff learn about you as well, and your staff can, in turn, get an introduction to the accountant assigned to the community, who, in many cases, is not in the same office as you. Profiles are not limited to front office management team members. All users should have them set and available for others to view in the Management/Board Portal Directory.

To be uniform and professional in appearance, we ask that profiles be composed using the general outline:

• Please consider the information a narrative resume that introduces the reader to your qualifications and how they relate to managing the community association. In other words, this is a listing of your work history and qualifications. The reader will appreciate your years of experience in property management but will not find your sports team affinity germane in this context.
• The published profile will be in the third person.
• The photo should be taken in a professional setting, so avoid anything taken at a social function or showing anyone else in the frame. Ideally, since it is a thumbnail size, provide a photo showing you from the shoulders up, wearing business clothing, most ideally in solid dark colors against a neutral background.
• Please inform us of any degrees you have. The education section lists only full degrees. If you are pursuing additional education, include it in the profile narrative.
• Be sure to let us know what certifications you carry.

Questions can be sent to your leadership team or Account Manager at accountmanagers@ciramail.com. Please feel free to ask them for any assistance or guidance you need to compose the best possible profile.

Click Manage My Profile from the Administration node in the left-hand navigation pane to create a profile. This opens an interface that allows the user to upload a photo, experience Summary, Certifications and licenses, and Education. Please note that all profiles are subject to review and approval. (Birthdays are not displayed.)

Profiles may be edited or deleted if need be once published.

Additional Material: CiraConnect Creating a User Profile Tip Sheet

Adding / Maintaining Board and Committee Members

Management staff will enter and maintain the community association's board, committee, and constituents (key advisors such as the attorney or CPA) through CiraNet. This process will automatically issue them a Portal Username (which defaults to their email but can be changed to something else if they prefer) and a temporary password, which they should reset to something they will easily remember. As noted above, the passwords are secure, so if they forget, they will need to reset it, or you may assist them through the application.

It is essential to ensure that this information is accurate and up to date for some of the reasons we need to know about staff changes immediately. These include their access to CiraConnect and community information and the receipt of financial and management reports. Board members are also listed on the Resident Portal for owners to see.

The system allows you to customize what these community executives can access. Please work with your board to identify what they prefer initially, but settings can always be modified later.

Additional Material: CiraConnect Management Portal Board and Committee Setup Process and Service Description

Security of Information

Both you and your boards want to know that their community information is secure, and at CiraConnect, we understand that. This is why each of you has a unique password based on your business role.

Note that the URL begins with "https." The "s" indicates that the site is secure. You also can click on an icon on the URL bar to pull up additional information on the site. The icon appearance differs depending on the browser. In Chrome, for example, the "View Site Information" is a tune icon, while some sites still show a padlock icon, but all browsers can provide more data on the site's security.

Additional Information: Data Security

View at Initial Login

Team members who work on multiple accounts can view all communities they are assigned to from a single login. When initially logging in, you will be taken to My Workspace, which is, in brief, your landing page consisting of a customizable view of information "widgets."

Users assigned to a single community, and most of your board and committee users, are immediately directed to the Community Dashboard for that specific community. In both cases, the menu for the modules is along the left-hand side of the page. We have additional material to help you learn to navigate fluently through that menu, which is listed below; however, as a high-level introduction, these are essential tools that will help get you started:

Keep Alive Timer

You will see a clock icon with a countdown, starting at 23 hours and 59 minutes. This timer indicates how long our login credentials are valid before we need to log in again. The icon will turn red after less than two hours. At that point, the user should take action to keep the session active by refreshing or logging out and back in.

It is a best practice to log out of the session each day when finished.

Preferences

Please take a moment to set your preferences as you get started. Click on your name in the upper right-hand corner of the page and then select it from the resulting menu. The default time zone is Central Daylight Time, so minimally set the time zone to match your location if it is different. However, this is also how you can control the look and feel of the application to suit your individual preferences.

Navigation Header Quick Search

Quick Search is located at the top of the navigation bar. You can search for a property or community from wherever you are. Select the property icon for a property or owner search and the community icon for a community search. The results pop up in a floating window and disappear after you navigate away from the page. You can also use the compass icon to search the navigation tree to locate the page you are looking for.

Navigation Footer

Several icons at the bottom of the Navigation Panel provide "Quick Links" to other application areas. Some of these resources can only be accessed here: User Directory, CiraMail, Contact Us, and Log a Call. The others are frequently used tools placed there for more efficient access.

Navigation Panel

The central part of the Navigation Panel consists of a tree-structured menu. When you click on the main module you want to explore (e.g., CiraBooks), the next set of options opens below. Click the next one (e.g., Accounts Payable) and see another set of options, the Accounts Payable pages. Finally, click the page you want (e.g., Search Invoices), and that page loads into the content area.

Hyperlinks

Users will note data that shows in blue throughout the application. That indicates a hyperlink that will allow them to access more detailed information, the contents of which will depend upon where they are in the application.

For example, any numbers in the Work Processed Last 30 Days will open a grid detailing the aggregate number's individual transactions. In other areas, the user will be redirected to other actionable items, such as information about an individual owner, details about a selected vendor, or even a team member's profile. All embedded hyperlinks are designed to help the user easily navigate back and forth between different areas of the application from their primary work focus at the time so they can get the most out of their time and have a comprehensive view of the matter they are working on.

Grid Reports

Grid reports are extensively used throughout the application to facilitate organizing, sorting, and filtering information for individual use. Most data presented in grids can be exported into different formats for use offline. For the best results, organize the data in the order you prefer it to be viewed (i.e., organize the columns in the position you want to see them or remove any unnecessary ones by dragging them down to the Column Chooser) before exporting. Also, try "flattening" the data first, meaning all columns should be moved back from the group panel to the grid column heading area. If data is left grouped, the results will export in that manner, as illustrated below. That may be helpful in some cases, but it will hamper the ease of additional sorting in a spreadsheet format. Also, be aware that no matter the number of records per page in the application or how it is filtered there, all records in that grid will be exported to the program chosen. Icons in the application will generally be converted to text or left blank:

Refreshing Data on CiraConnect

One common question is how often the data on CiraConnect is refreshed. The information is updated on a "real-time" basis for some data and daily for other processes, but much of the information is updated on the hour. The primary exception is that most financial data is updated in a data warehouse nightly. The update jobs generally run between 12 am and 6 am CST. The data warehouse allows for quick access on CiraNet and CiraMobile. This includes information on property owner account balances and other general ledger account balances. Other information, such as Project/Tasks, Maintenance Work Orders, and document folders, are updated on a "real-time" basis as a user interacts with the CiraNet software application.

Help and Information Resources

CiraHelp

As we all know, community association management is a complex job that includes many different aspects of operating and maintaining a business corporation with assets: financial management, member communication, covenant enforcement, maintenance, and more. Therefore, the information CiraConnect provides you and your client communities is also multifaceted. To help users understand what the data they see is intended to report on and how to use it effectively, we offer an integrated help system called CiraHelp. The complete searchable database of help topics can be accessed by clicking on the question mark icon at the far end of the Navigation Footer. You can get immediate assistance on the modules you use by clicking on the question mark in the blue circle to the right of the page title.

Announcements

CiraConnect User Support Shared Services Group and/or your Account Manager will use an internal announcement tool to share information, such as training webinar links, office closures, new development rollouts, etc. These announcements can be accessed on the bottom half of the screen on the User Support page. Announcements can have a varied audience, such as strictly internal, or strictly board members, or allinclusive of all users, and management company executives also may place announcements for their staff and clients if they so choose. See your Account Manager for more information.

Technical Support

If you are experiencing technical difficulties with CiraNet or CiraMobile, please report what you are experiencing right away via our ticketing system, which can be accessed from the Navigation Footer, including minimally the following information:

• Please tell us what you are experiencing in as much detail as you can, including where you were in the application when the problem occurred
• Let us know what browser you were using at the time
• If possible, provide us with a full-screen screenshot of the problem